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SECTION 2
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How to Search for a Patient
After you have chosen your facility and click on Submit, the next screen will be the SEARCH tab.
① Enter the first 3 letters of the last
1
name then press the “Tab” key
2
3
② Enter the first 3 letters of the first
name
③ Click on “Search” or hit the
enter key.
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Display of Records
C
B
D
A
A White Record = home record
This is a record that was created by your facility. There should only be one home record for each patient.
B Gray Record = other facility’s record
This is a record that was created by another provider
C
Icon that looks like a lock = confidential record
A confidential record is a record that can be accessed only by the facility where the Registry patient
information was obtained. If the patient/parent/legal guardian decides to share the record, the provider can
change the confidentiality status of the patient. See page 2.19 for instructions on how to change the
confidentiality status.
D Number of records linked to the displayed record(s)
A linked record is a record that has been attached to another record within the database. The Registry
system will automatically do this when it feels that identifying criteria has been matched. You as a user
will also have the ability to do this.
The number listed under the “Link” header is the actual number of records to which your record is attached/
linked. Note: If you see that there is more than one home record for the same patient; please follow the
instructions on how to merge duplicate home records.
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IF YOUR PATIENT IS NOT DISPLAYED
① Enter additional information
1
to narrow the search (e.g.,
enter Date of Birth-DOB)
2
1
1
2
② Click on “Search”
③ If your patient is still not
displayed, you will need
to create a new patient record. Proceed to the next
page, “How to Enter a
New Patient.”
③
If your patient is displayed, proceed to “If
Your Patient Is Displayed,” page 2.17.
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SECTION 2
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How to Enter a New Patient
While in the SEARCH module:
① Enter the first 3 letters of the last
name then press the “Tab” key
1
2
② Enter the first 3 letters of the
3
first name
③ Click on “Search”
If there are no matching records (you
will see “No Records Found” on the
screen), enter more information about
the patient. If you still can’t find the
patient, proceed to step 4.
If there are matching records, you
will need to confirm whether
or not any of the records match
the patient you are entering. If
your new patient does not match
any of the records, then proceed
to step 4.
④ Click on “New Patient”
4
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⑤ It is your responsibility to
provide the Disclosure Statement
to the parent/patient. If the
parent/patient agrees to share the
record, click “No.” This record
⑤
will be UNCONFIDENTIAL.
You can make the record
CONFIDENTIAL (thus patient
information will not be shared)
by clicking “Yes”
If you clicked “Yes” in the previous screen, you will see this
screen.
If you click “Yes” again, you
will be creating a CONFIDENTIAL record.
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Before you can proceed, you
will see a prompt to remind
you to file the Start/Stop
Sharing Request form.
Remember, it is your responsibility to file this form.
Note: Before creating a new home record, you may see an alert to prevent multiple home records:
If your site has two or more home records for one patient, you will receive a prompt after searching for
the record, selecting the record and clicking on the demographic tab.
The message states: “This patient already has two or more records created by your site. There may be
shots in several of the duplicate records.
Please select one record to use.
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How to work with duplicate home records
Duplicate patient records from the same provider: Duplicate home records are to be avoided however,
they may occur. Users may find that they are unable to edit fields in the bottom home record. See item 1
on how to identify a duplicate home record There are several methods of dealing with duplicate home records.
Method One:
1) You can copy all the necessary information from the duplicate record with the least amount of relevant
information into the home record that has the most information and then archive the duplicate. See Section
3, page 3.2 on how to archive a patient record.
2) You can decide to temporarily keep both home records and then click on the word “edit” at the bottom
of the Demographic screen to edit the second (duplicate) home record.
① Record 1 of 1 [home record]
Click on edit to rotate this record to the top
1
The bottom screen will then be rotated to the top and changes can then be made to the duplicate demographic or immunization record.
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Method Two: Merge Linked Duplicate Home Records
The merge linked duplicate home records
feature allows users to merge linked duplicate home records. (Following this explanation will be how to linked, unlinked duplicate home records.
Merging linked duplicate home records
works like this:
1. When searching for a patient, the user
sees multiple white (home) records for obviously the same patient. (This can happen
when a patient’s first or last name is
spelled in various ways.)
2. Select one of the patient’s white records.
3. Click on the Demographics tab
4. Click on Merge home records.
5. The data fields for the two duplicate records will appear side-to-side
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6. Select the data fields, rowby-row, which are the most accurate and up-to-date.
You select by clicking in the
circle of the information that
you want.
7. Once the data has been reviewed
for each field and a choice made on
which field has the most current
and correct information on the patient, scroll down to the bottom of
the screen and click on Merge.
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8. The two records will merge with
the data that you have selected.
9. The user will automatically be
returned to the Demographic Tab
unless the computer recognizes additional home records to merge.
How to Link home Duplicate Home Records (that aren’t linked):
There may be some cases when users find that they have duplicate records, but the records are not linked.
The other two records that appear
to be duplicates (but have some
differences) are not linked.
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To link the unlinked records,
Select the first unlinked record:
Last name: Single, First name: One
Open the demographic page for
Single, One.
Clink on the “Unlink” text at the
bottom on the white record. (Even
though the records are not linked.)
Once Unlink is clicked, a
message will appear: “Are
you sure that you want to
unlink the home record
(from the other records?
Click “OK”
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Click on the Save tab.
Go back to the Search tab.
Press reset
Search for patient record once
again.
The duplicate home records
will still appear.
This time select one of the records to open the Demographic
Tab.
You will see the MatchMerge operation down at the bottom of the
screen
Select one of the MatchMerge options—either Operator or Patient
verified.
Click “This record matches.”
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Click on Ok to create a
link to the other record.
Go to the next page...
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The result is that there will
only be one white home record which is linked to the
other record
This is process that takes extra time but eliminating multiple and duplicate home records for the
same patient will help all users of the SDIR.
Duplicate home records is one of the major issues immunization registries (and other electronic
medical records) want to prevent.
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IF YOUR PATIENT IS DISPLAYED
If a white patient record (home record) is shown:
2
① Click in the circle next to
the patient’s name
② Click on the DEMOGRAPHICS tab
The Demographics screen will appear.
Note: Demographic information
should already be entered. However,
always review the information with
the parent/patient at each visit and fill
in any new or missing information.
1
If a gray patient record (other facility’s record) is shown:
2
① Click in the circle next to the
patient’s name
② Click on the
DEMOGRAPHICS tab
The gray record will remain on
the bottom of the screen.
1
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How to copy a grey record to make a home record
To make a home record for this
patient, click on the Demographics
tab, click “Copy to Above” in the
lower right corner of the gray record. The white record on top will
then be your own facility’s record.
3
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What to Do if a Record is Confidential
When searching for a patient, you
may see that the patient has a
confidential record as indicated
by the padlock symbol.
You will now need to create a new
patient record.
You will be asked if you want to
make the record confidential.
Click “NO.”
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Complete the demographic information
SEARCH
2
Click on the IMMUNIZATION
tab
1
You will now be asked if you
want to match any other records
in the Registry to the one you
have just created
Click “Yes”
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Your new record will then be
matched with the confidential
record already in the Registry.
Remember to file a signed Stop/
Start Sharing Request form, then
Click “Yes”
The records are now merged, the existing record will no longer be confidential, (you will not see a padlock
symbol) and you will have a white
(home) record.
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